AdminCycle reports — rosters & aggregates

The Report Builder now builds three kinds of report. Alongside the original Analytics reports (a single data source rendered as a table and charts), you can now build cycle reports that anchor to one program and one cycle:

• Cycle roster — one row per member enrollment in the cycle, with the columns you choose (member fields, enrollment fields, per-step status/dates, and completion-rule outputs).
• Aggregate summary — a cross-member distribution of a form's answers across the cycle (how many chose each option, as counts and percentages).

These reproduce the operational "who's where in the cycle" views and the survey-style roll-ups that previously had to be exported and built by hand.

Open Reporting → Report Builder. The list shows every saved report with its Type (Analytics, Cycle roster, or Aggregate summary), who created it, and when it was last modified.

The Report Builder list. The Type column distinguishes Analytics, Cycle roster, and Aggregate summary reports; Data Source applies only to Analytics reports.

Choosing a report type

Click New Report, give it a name, then pick a Report Type. The rest of the form changes to match:

• Analytics keeps the classic flow — pick a Data Source and choose columns.
• Cycle roster and Aggregate summary ask you to anchor the report to a Program and Cycle instead of a data source.

Pick a Report Type. Cycle roster and Aggregate summary anchor to a program and cycle instead of a data source.

Building a cycle roster

1. Set Report Type to Cycle roster.
2. Choose the Program, then the Cycle. Selecting the cycle loads the columns available for that program and cycle.
3. In the Columns section, decide what the report shows (see below).
4. Save. The report appears in the list, ready to view and export.

Configuring columns

The Columns section lists every column discovered for the cycle, grouped across member fields, enrollment fields, each required step's status/date, and any Learning Portfolio completion-rule outputs. For each column you can:

• Include it in the report (toggle off the ones you don't need).
• Mark an included column Default visible — visible columns show immediately; the rest stay available behind the report's column picker when viewing.
• Reorder columns by dragging, so the report reads in the order your team expects.
• Rename the header — the Column header field is editable, so a discovered column like "Member Name" can be shown as "Full Name" (or whatever your audience expects). The header you set is used on screen and in the CSV export.

Columns are discovered from the cycle — you can include, hide, reorder, and rename them, but you can't invent a column that isn't in the cycle.

Columns are discovered from the cycle. Edit the header text, toggle Include and Default visible, and drag to reorder.

Enrollment columns

A cycle roster can include enrollment-level columns — enrollment status, enrollment date, completion date, start/deadline/grace/extension dates, role, program, and cycle — alongside member fields and per-step status. Each enrollment is one row, even where a step has been re-attempted.

Viewing and exporting a roster

Open a saved roster (the View action on the list) to see one row per member enrollment in the cycle. The table behaves like the rest of the admin:

• Status columns (member status, enrollment status, step status) render as coloured badges; date columns are formatted for reading.
• Search filters the rows, the column picker toggles the non-default columns on, and filters narrow by status.
• Export all (CSV) downloads every row; selecting rows enables Export selected (CSV). The CSV uses the same columns, order, and headers you configured.

A cycle roster — one row per enrollment, with the columns and headers you configured. Status columns render as badges; export all or selected rows to CSV.

Aggregate summaries

An aggregate summary rolls a form's answers up across the cycle's members — useful for feedback surveys and similar "how did everyone answer?" reporting.

1. Set Report Type to Aggregate summary and anchor it to a Program and Cycle.
2. Pick the target form / content whose answers you want to distribute.
3. List the questions to summarise (the field key, a display label, and the answer options). Leave the options empty for open-text answers.
4. Optionally set a group-by field key to split each distribution into groups (e.g. by competency or track).

Viewing the report shows each question's distribution — every option with its count and percentage of responses.

Aggregate summary configuration: anchor to a program and cycle, pick the target form, set an optional group-by, and list the questions to summarise.

Restricting, pinning, and scheduling

A cycle report carries a few extra options for operational use:

• Role restriction — limit who can see and export the report to specific roles. Leaving it unrestricted makes it available to any admin with report access; super admins always have access.
• Pin to navigation — pinned reports appear as quick links under the Reporting group, so frequently-used operational reports (renewal, reinstatement) are one click away.
• Scheduled delivery — have the report exported and emailed to named recipients on a cadence, so the people who need it don't have to open the admin at all.

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For the original single-source analytics reports, gap analysis, and the completed-program export, see Reporting & analytics.